Ceremony of Professional Engagement and Convocation 2020

Posted on Monday, September 16, 2019

Friday, May 15, 2020

Time of ceremony 
2:00 p.m., followed by a reception (cash bar, hors-d’oeuvres, desserts) 
Duration of ceremony: approximately 2 hours  

Time of arrival
Graduates: 12:30 p.m.
Faculty members: 1:00 p.m.
Guests: 1:30 p.m. 

Shaw Centre
55 Colonel By Drive
Ottawa, Ontario
Map and Parking

Each graduate will receive:

  • four (4) electronic tickets for their guests. (Children attending the ceremony must have their own ticket. Exception: infants that would not require a seat.) Please note that children are not permitted to accompany graduates while on stage for security purposes.

The link to access the electronic tickets will be sent via email during the Back to Basics course.

Dress code
It is recommended that all graduates and their guests dress in formal business attire. Jeans, cutoffs, shorts and tank tops are not considered business attire.

  • You will be wearing a black gown with a green hood (sash) during the ceremony. Please take into consideration the following:
  • You may find it very warm, dress accordingly (i.e. you may not want to wear a suit coat under the gown).
  • The gowns fall to just below your knee and the neckline has no collar. As a result, your shirt collar and pant legs (or skirt/dress) will show. 

Registration for degree and request for diploma

1. Registration to graduate

All graduating students must register in order to receive their degree. Online registration is open from mid-February to March 31.

If you are expected to graduate, you will receive an email from InfoService to your @uOttawa.ca address when online registration opens.

2. Your name on your diploma
The way your name has been registered in your uoZone account will be exactly the one that will appear on your diploma and transcript. 

Legal name
Please make sure your personal information is accurate by clicking Personal Information in uoZone. Your personal data will be displayed as it currently appears in uoCampus, the student information system. Your name on the screen (your “primary name”) will be the one that will show on your official documents, such as your diploma and transcripts.

How to change your name
To change your primary name, go to InfoService and submit a Request for Name Change form, along with the supporting documents listed on the form.

For your name change request to be processed before your diploma is printed, you must submit your form by March 31 (to graduate in the spring).

If you have recently gone to InfoService to make a name change request, it may take up to two weeks before the change appears.

Note: In order to receive your diploma, you must ensure all fees, fines or any other accounts owed to the University are paid.

The graduates will receive one (1) regular-size diploma (21.6 cm by 26.7 cm) as well as four (4) notarized photocopies of their diploma.

Note that the four notarized copies of your diploma will be given to you when you return your gown.

At any time after Convocation, you can order a duplicate copy or a large format diploma (43.2 cm by 35.6 cm) through uoZone under the Applications tab, select Purchase Official Documents.

Framing service before and after the ceremony will be provided by the Alumni Relation Office. 

Honorary co-presidents
Two honorary co-presidents for the graduation ceremony are chosen by the students each year, one for the Anglophone stream, one for the Francophone stream. The honorary co-presidents must be members of the faculty who have greatly contributed to the program during the past four years. 

Your diploma will be presented by the honorary co-president representing your stream.

Rental of gowns and hoods
Once you have registered for your diploma and ceremony, you’ll need to arrange for your gown and hood rental. Please allow 48 hours after registering for your ceremony before reserving your gown and hood online.

Mandatory: All candidates must wear academic gowns and hoods for the convocation ceremony. The academic regalia of all University of Ottawa degree programs include a specific gown and hood for each degree.

To ensure the best possible experience for our graduates, we’ve upgraded the quality of the gowns and hoods used at convocation, as well as the process for assigning them. To do this, the University of Ottawa has retained the services of Gaspard LP. By providing a few details in advance, you’ll receive a freshly pressed gown and hood prepared especially for you on the day of the ceremony. The fees for gown and hood rental are $45 in advance and $66 on convocation day.

The online gown and hood rental service is available starting on February 28, 2020 at 10:00 a.m. EST and closing on May 6, 2020 at 5:30 p.m. EST. After this date, you will have to rent your gown and hood in person on the day of your ceremony at the Shaw Centre (55 Colonel By Drive, Ottawa). Please note that the fee to rent your regalia on the day of convocation is $66. If you plan to rent your regalia in person, you must arrive 90 minutes prior to the start time of the ceremony.

The online gown and hood rental service closes on May 7, 2020 at 5:30 p.m. EST. No cancellations are permitted after this date and no refunds will be given. Changes to rental orders can be made online through the Gaspard LP website prior to this date only. Sign on using your email address and the password you chose when you placed your rental.

If you have any questions about regalia reservations, contact Gaspard LP at alphaomega@gaspard.ca or 1-866-949-5703 from Monday to Friday between 9:30 a.m. and 5:30 p.m. (EST).

Gowns return
Gowns must be returned within 20 minutes after the end of the ceremony.

A professional photographer will be on site.

A group picture of the graduates in their gown will be taken immediately after the ceremony.

The photographer will take individual pictures, without pose setting, during the ceremony at the moment of presentation of parchment and diploma.

If you wish to purchase these photos, packages will be available to view and order online with credentials provided to each graduate following the ceremony.

Your guests are permitted to take pictures during the ceremony, but must remain at their seat to do so.

You will be able to take your own pictures in your gown for up to 20 minutes after the ceremony. 

Ceremony program

Procession: graduates and faculty

National anthem

Opening address (Dean)

Presentation of parchments, diplomas and awards

Address to graduates

Presentation of Aesculapian Society Awards

Valedictory address (Francophone and Anglophone)

Concluding remarks

Recession: faculty and graduates  

Canadian Graduation Questionnaire 2020

Each year, the Association of Faculties of Medicine of Canada (AFMC) conducts a survey designed to obtain feedback about the educational experiences of students graduating from the MD programs at all 17 Canadian faculties of medicine. This important tool helps improve the education of future medical students. It supports the Vice-Dean, UGME and Assistant Dean, Student Affairs with the evaluation of the MD Programs.

The Faculty kindly asks that all students complete the questionnaire before May 22, 2020 in order to achieve a 100 percent response rate. This is a 20-minute exercise well worth the effort of absolutely everyone. 

Thank you in advance for your participation.

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